Update on launch of Synergy State Edition Student System and access for school administrative units

Progress is continuing toward the full release of Synergy as Department staff have successfully uploaded and created thousands of student IDs. The next phase in the process will begin on Friday morning, September 22, when the Department will begin a “soft roll out”.  This process will have a select group of school administrative units testing the process and providing feedback for improvements, to ensure a smoother upload process for all units.  Also, a Synergy developer is on site to assist the Department with issues that arise.  The Department’s goal is to make available full access for all superintendents and data specialists, as listed in NEO, on Monday, September 25.  Access for other requested personnel follow within a few working days.  At this time, the upload capability encompasses: New Student IDs, Student Enrollment and Student Personal.  Other upload capabilities will be available in the following days and weeks.

The Department fully anticipates that the system will be ready for the October 1 EPS reports that are required to be certified by October 30.

As a result of the delay in getting data into Synergy, the Department will not be requiring all Quarter 1 reports to be submitted or certified and these reports from the DC&R calendar. Additionally, the “Tips and Trick Web session” will be postponed until the system is fully functional.  Additional updates on this will be posted via the Commissioner’s Update and noted on the Department’s professional development calendar.

Please continue to check the Maine DOE Newsroom communications via the Maine DOE Update for further communications.  Thank you for your patience.  If you have questions or we can be of assistance, please contact the helpdesk at (207) 624-6896, medms.helpdesk@maine.gov or Shannon Bartash, helpdesk manager at (207) 624-6799, shannon.bartash@maine.gov

 

Update on launch of Synergy and new student IDs

Progress is continuing toward the full release of Synergy and much work is being done behind the scenes.  Although we are still not ready to release the full product, we do now have the ability to search for and generate new student IDs for districts.  In the future, this will be a process done by individual districts but in the interest of time and the urgency of having IDs for students, the help desk will run the files for districts and return a file with the IDs.

To have IDs searched and generated,

  1. Download the New State ID Request file.
  2. Using either the extract provided by your SIS vendor, or creating your own file using the data available to you and the upload template, create a newstatestudentid csv file.
  3. Request a secure email from the helpdesk medms.helpdesk@maine.gov .
  4. Reply to the secure email attaching the file created in Step 2.
  5. Helpdesk staff will process the file and return the student ID results to you via secure email.

Please continue to check the Maine DOE Newsroom communications via the Maine DOE Update for further communications.  We appreciate your patience.

Update about the launch of Synergy and Student Reports in NEO

As many of you are aware, the Maine Department of Education is in the process of launching a new student information system called Synergy, and also moving the reports formerly located in Infinite Campus into NEO Student Reports

As we diligently work through the development of the many new processes necessary to make these much-needed upgrades, we have run into some unexpected delays that are often inevitable when taking on such extensive system changes.

While previous communications stated that systems would be production ready in mid-August, the systems will not be fully functional in this time frame.

There is much work going on behind the scenes to get things ready in an accurate and timely manner. Please stay tuned to future Maine DOE Newsroom communications via the Maine DOE Update for further updates about the launch.

Once the system has launched, superintendents will receive login and password information for those they requested to have access to Synergy. NEO access does not need to be updated at this time.

In the meantime, please keep your local student information systems up to date and make sure to direct your system vendor to the upload files located on the help desk.

If you have any questions please contact Maine Department of Education, Data Systems Helpdesk at MEDMS.helpdesk@maine.gov or 207-624-6896.

PRIORITY NOTICE: Infinite Campus data entry to close at 12pm 7/13

As a reminder, as part of the planned closure of the Infinite Campus State Edition and transition to the new Synergy System, it is necessary for the Maine Department of Education (DOE) to end the 2016-2017 school year and remove access to update student data and enrollments as of 12:00pm on Thursday July 13, 2017.

In order to prepare for data migration from Infinite Campus State Edition (ICSE) to the new Synergy system and to prepare data for the new student reports in NEO, after 12:00pm on Thursday, July 13, 2017, Infinite Campus State Edition will no longer accept uploads for the 2016-2017 school year.

Users accessing ICSE will still be able to view student and enrollment data, and will be able to upload student personal data in order to get new statestudentids for students new to the Maine school system. For those new to uploading student personal data and getting statestudentids back from ICSE, the Helpdesk will be posting instructions for statestudentids to the following website:  http://www.maine.gov/doe/data/helpdesk.html

Maine DOE training for NEO and Synergy will be available during the weeks of July 24 and July 31. It is expected that new statestudentids will be generated from Synergy starting with the week of July 24, and users will receive instruction on those procedures at the trainings.

To register for NEO and Synergy trainings, please visit the following website: http://www.maine.gov/doe/data/training/2017/training_schedule.html

For questions regarding access to ICSE and how to gain statestudentids, please contact MEDMS.Helpdesk@maine.gov, 207-624-6896.

For questions regarding Synergy implementation, please contact charlotte.ellis@maine.gov, 207-624-6696

 

Scheduled outage of NEO Information System: 7/13 – 7/17

The Maine Department of Education’s NEO Information system will be down for routine maintenance from July 13 – July 17. The scheduled outage is taking place so that staff can make necessary updates to the system.

Users will not be able to use the system or enter information from July 13 through July 17. It is expected to be back up on July 18. We apologize for any inconvenience this may cause during the outage period.

If you have questions, please contact Shannon Bartash at 624-6799 or Shannon.bartash@maine.gov or contact the Help Desk at 624-6896 or MEDMS.Helpdesk@maine.gov.

 

 

PRIORITY NOTICE: Infinite Campus State Edition update and end of year reporting

As a reminder, due to a change in state level student information systems, the Maine Department of Education Infinite Campus State Edition (ICSE) will no longer be accessible on July 7, 2017, extended from the June 30, 2017 date that was initially posted.  Once ICSE is turned off, there will be no way for districts to complete end of year reporting.  Therefore, it is vital that the following end of year ICSE reports be completed prior to this date:

  • Attendance Certification
  • Truancy Certification
  • Behavior Certification
  • Special Ed Exit Certification

Student enrollments must also be ended, those moving out of state or out of the country, those going to private schools, those exiting to homeschool, and those graduated.  All of which include exiting them from special education if appropriate.  If you are also missing your EPS April report you should also strive to complete this overdue report prior to the July 7th date.

All reports due are listed on the Data collection and reporting (DC & R) calendar:
https://neo.maine.gov/DOE/neo/DCAR/Calendar

Reports found Infinite Campus ICSE:
https://maine.infinitecampus.org/campus/mese.jsp

Reports found in NEO:
https://neo.maine.gov/DOE/NEO/Dashboard/Home/Index/

For more information contact the MEDMS Helpdesk at (207) 624-6896.

Infinite Campus Data Entry for the 2016/2017 School Year Closes June 30, 2017

Any data modifications needed to all student enrollments for the 2016/17 school year must be completed by 5:00 pm on June 30, 2017.  Modifications can not be made after this date as Infinite Campus will no longer be used.

Exit Data for Students

The Infinite Campus State Edition Student Information System will be closing for the 2016/17 school year on June 30, 2017. Updates of student enrollment data for year-end reporting must be made by school units for the current reporting year before Infinite Campus State Edition is closed.

Homeless status in Infinite Campus:
Students who were homeless at any time during the current school year must have the “Homeless Night-time Residence ” field filled in on the Enrollments tab in Infinite Campus. Do not remove the homeless status in this field until the following school year, even if the student was homeless for only a short time during the year.

Importance of Exiting Students at the end of the school year:
The Department’s calculation of your school unit’s graduation and dropout rates for the current school year will be based on student enrollment data in ICSE.  To ensure a successful and timely transmission of data, and therefore accurate graduation and dropout reporting, it is important that school units take the following steps before Infinite Campus is closed:

  1. Check the Start Statuses for the current school year for students in grades 9 through 12. If a student was with you in 2015/16 and 2016/17, be sure the start status for the 2016/17 enrollment record is a code 02 (continuous in same school). Otherwise a Transfer-In could be added if the wrong start status was selected thereby hurting your graduation rate. We hope to have a new report added in ICSE which displays students with incorrect start statuses. More information on this as it becomes available.
  2. Exit all students who are known to be leaving their schools at the end of the current school year. This is especially important for students in grades seven (7) through twelve (12), in order to avoid issues related to the Dropouts report.
  3. For Home School students – exit all home school students who are currently enrolled as home-schooled with Exit Code 13 – Transfer to home schooling. If they return in the fall, use the appropriate Start Status to transfer in from Home School.
  4. Foreign exchange students should be exited with a code 10: Transfer to a school outside of the country.
  5. All students that were expelled during the year must be exited with a code 19. In addition, all students with this exit code must also have an entry of the expulsion in the Behavior Module of Infinite Campus State Edition.
  6. Exit high school seniors using the appropriate exit type codes including:
    • Graduated with Regular High School Diploma
      (Exit Code 15 – Completed – Graduated);
    • Students who receive an Adult Ed Diploma or High School Equivalency diploma should be exited with code 23.
    • Reached Maximum Age for Services
      (Exit Code 20 – Maximum Age for Services);

      1. Students who turn 20 years of age on or before July 1, 2017 must be exited with Exit Code 20.

NOTE: Maine Virtual Academy and Maine Connections Academy are two approved Public Charter Schools. Students that transfer to one of these schools must be exited with a code 12 – Transfer to a public charter school. Do not use exit code 26 in these two scenarios.

  1. For high school seniors who will be completing their graduation requirements during the summer and after Infinite Campus State Edition is closed, you will be able to fix these enrollments directly in NEO Graduation module later this summer.

Examples of appropriate exit type codes can be found on the MEDMS website at:
http://www.maine.gov/education/medms/Data/ExitType/ExitTypeCodes.htm

Questions specific to enrollments should be directed to the MEDMS Helpdesk at:
MEDMS.Helpdesk@maine.gov or 207-624-6896.

Maine DOE Summer Training Dates and Registration for NEO and Synergy

The Maine Department of Education is offering five half-day sessions for NEO updates and training and one half-day for Synergy Training. An additional full-day session will also be held for districts who manually enter information into the State level Student Information System.

During the NEO session, Maine DOE Helpdesk members will review changes to NEO, which include Maine State Reports previously located in Infinite Campus State Edition. Other changes to NEO include the new Data Collection and Reporting (DC&R) module, access to NEO, changes to NEO staff, and clarification of Staff and District Roles. There will also be a short session on Student Data Privacy. Attendees should include those who currently complete NEO Reports, those who previously worked with student reports in Infinite Campus State Edition, and those who will be doing these activities in the coming school year. Student data certifications will now be done in NEO, so Superintendents who certify reports may also want to attend.

A light lunch will be provided, and during this time, Maine DOE and Synergy staff will be available for questions.

For the Synergy session, participants will learn how to use Synergy DOE to upload student data required by the State of Maine. In addition, participants will learn how to use Synergy DOE to enter and validate student data that is not included in the upload process.

Upon completion of this session, participants will understand how to perform uploads and will be able to:

* Log in to Synergy and navigate the interface
* Use and understand Synergy concepts and terminology
* Change Focus to view other years/schools
* Create personal Navigation Menus
* View existing student information
* Find a single student or multiple students
* Enter and modify student data
* Truancy
* Discipline
* Use a Matrix to print student information or export student information to other desktop programs
* Create student filters
* Create Graph information
* Preview and Print common reports
* Save report settings

The August 1st, Manual Entry Session will be an all-day in-depth look at how to enter student information directly into the system. (NEO topics will not be covered at this session).

Dates and Registration

July 25
Houlton High School
7 Bird Street
Houlton, ME 04730
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytraininghoulton

July 26
Ellsworth Elementary School/Middle School
20 Forest Avenue
Ellsworth, ME 04605
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytrainingellsworth

July 27
Orion Performing Arts Center
50 Republic Avenue
Topsham, ME 04086
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytrainingtopsham

July 31
Cony School
60 Pierce Drive
Augusta, ME 04330
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytrainingaugusta

August 1
MANUAL UPLOAD Schools only please. NEO not presented
Cony School
60 Pierce Drive
Augusta, ME 04330
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytrainingaugustamanualentry

August 2
Portland Arts & Technology High School
196 Allen Avenue
Portland, ME 04103
http://events.egov.com/eventreg/ME/event.htm?name=doeneosynergytrainingportland

If you have any questions please contact Maine’s Data Systems Helpdesk Manager Shannon Bartash at (207) 624-6799.

 

DC&R Financial and Compliance Forms incorrectly shown as overdue

The Data Collection and Reporting (DC&R) System went live earlier this year as a replacement for the Missing Reports system the Department previously used to inform school systems, and the public, when reports are coming due, or had not been received. During the transition to DC&R, historical information for the financial reports was used to determine if reports were received. These reports include actual expenditures, actual revenue, actual balance sheet, budget expenditure, budget revenue, EF-S-07, EF-S-214, and audits. Unfortunately, as Missing Reports did not include some of the reports, reports that are currently showing as not received, have in fact been received by the Department.

The School Finance and Compliance Team is working to update DC&R to correctly display which reports have not been received. All current forms are being checked in manually until an automated process is established. Please contact Maine DOE School Finance and Compliance Coordinator Tyler Backus at tyler.backus@maine.gov with any questions.

 

Initial Synergy upload information

The Maine Department of Education (DOE) has published initial code sets and data file layouts with definitions for the new state level student information system for the 2017-18 school year. These documents can be found at:  http://maine.gov/doe/data/student/Synergy_upload.html

The change in code sets is in preparation for future interoperability implementations. Please continue to check back to this site frequently, as we will be adding sample files and additional documents for Career and Technical Education (CTE), Behavior, Truancy, and Proficiency-Based Education data sets.

In addition to the new code sets and uploads, Maine DOE has also changed school and district ids. More information regarding this and a list of codes for the 2016-17 schools can be found at:  https://mainedoenews.net/2017/05/16/changes-to-school-and-district-ids-for-2017-18-school-year/

In late June, an updated list for 2017-18, including codes for new schools and districts may will be located at: http://maine.gov/doe/data/infrastructure/index.html

For questions and code-set crosswalks to legacy codes, please contact the Department’s Helpdesk Manager Shannon Bartash at shannon.bartash@maine.gov or 624-6799 or Data Manager Charlotte Ellis at charlotte.ellis@maine.gov 624-6696.